Event Planner
About us
TrainingGrounds is a 501(c)(3) nonprofit organization located inside the Sojourner Truth Neighborhood Center in New Orleans. Our mission is to increase early childhood outcomes by providing rich learning opportunities for children, parents, caregivers and educators.
To fulfill this mission, TrainingGrounds operates the We PLAY Center. A free playspace for caregivers and children who currently do not have access to quality early childhood learning centers or experiences. The Center provides low to middle-income families with children from birth to age three with a nurturing and supportive learning environment. During play sessions, parent educators model appropriate adult/child interactions for parents and facilitate learning opportunities for children that stimulate brain development and foster social emotional, language, cognitive and school readiness skills. Through the We PLAY Center, caregivers and children both develop competence and confidence that contribute to the child's success in school and beyond.
Job Description
The Outreach and Event Planner plays a pivotal role in strategizing and executing outreach initiatives and events for TrainingGrounds. This position requires a creative and detail-oriented individual who can effectively engage with the community, plan engaging events, and promote TrainingGrounds' mission and programs.This position works under the direction of the Director of Programming and is responsible for planning and executing events to reach target populations and collaborating with internal teams to ensure successful outreach initiatives and events. This role is key in raising awareness about TrainingGrounds and increasing community involvement and engagement in programming.
Full Time: 32 hours per week
Application Deadline: Ongoing
Start Date: Immediately
Length of Engagement: Spring, Summer, and Fall Semester placements.
Compensation: Negotiable
Major Duties and Responsibilities
Plan, Execute and Attend Outreach Events Outreach events provide TrainingGrounds with opportunities to engage directly with the community it serves. By hosting and participating in events such as Baby showers, Family Dance Parties, and other targeted events, Trainingrounds can better connect with individuals who may benefit from their services.
○ Leadership Actions (can include but are not limited to):
■ Work with the Director of Programming develops an annual outreach and events
calendar in alignment with organizational objectives and target audiences.
● Work closely with TrainingGrounds team to ensure coverage for events
■ Work with the Director of Programming identifying emerging trends and opportunities in community engagement and adjusts outreach strategies accordingly.
■ Conceptualize, plan, and execute various events, including workshops, seminars, fundraising events, and community outreach programs.
● Utilize Event Planning documents and budget templates starting each event no less than one month out to ensure all needed supports are in
place.
● Follow procedures for remittance of expenditures
■ Coordinate event logistics, including venue selection, catering, staffing, and audiovisual requirements.
■ Coordinate community partner/ vendor participation.
■ Working with Communication Coordinator and Social Media Marketing Manager to create event marketing materials, such as invitations, posters, and social media content, to promote events effectively.
● Utilize Communication & Marketing request form to create marketing materials for any planned event at least 3 weeks in advance
■ Report on the effectiveness of outreach efforts and event outcomes using relevant metrics and feedback mechanisms.
■ Organize and facilitate outreach activities, such as presentations, tabling events, and community fairs, to raise awareness about TrainingGrounds' programs
■ Monitor inventory levels and supplies to ensure there are the necessary promotional materials and equipment to conduct outreach events.
Collaborate Closely with Colleagues and Community Partners: Work closely with TrainingGrounds staff to ensure events are family friendly and that families are being connected to resources and in order to receive services and concrete support.
○ Establish Effective Communication Channels:
■ Maintain open and transparent communication channels with the Director of Programming, the Chief Operating Officer and community partners to facilitate collaboration and information sharing to put on a successful event.
■ Attend bi-monthly team meetings.
■ Attend weekly meetings with the Director of Programming.
■ Attend Bi-weekly staff meeting and professional development training
■ Act as a liaison between TrainingGrounds and the community, fostering positive relationships and promoting collaboration.
■ Attend community meetings, networking events, and conferences to represent TrainingGrounds and identify partnership opportunities.
■ Organize and facilitate outreach activities, such as presentations, tabling events, and community fairs, to raise awareness about TrainingGrounds' programs.
■ Provide support and linkages with community partners and other services in the community to address child and family needs across domains impacting health and well-being (e.g., housing, workforce development, adult mental health services, education, etc.)
■ Encourage team members to contribute creative ideas and approaches to outreach and event planning.
■ Solicit feedback from stakeholders, participants, and team members to identify areas for improvement in outreach strategies and event execution.
■ Implement process improvements and refinements based on feedback and evaluation data to enhance the effectiveness of outreach initiatives.
Instill and Maintain a Culture of Inclusivity: The Director will need to maintain a culture of respect and inclusivity by consistently demonstrating a high degree of emotional intelligence and cultural competency as they engage with various types of stakeholders.
○ Leadership Actions (can include but are not limited to):
■ Actively participate in opportunities (e.g. staff dialogue, professional
development workshops, etc.) to learn inclusive and equitable practices.
■ Follow and support inclusive and equitable practices and norms
■ Maintain positive relationships with community partners and referral agencies Communicate with families with a shared desire to provide the best support and learning environment for them and their children
Education and Experience Required
● Excellent organizational skills: Ability to manage multiple tasks and details simultaneously to ensure smooth event execution.
● Clear communication abilities: Capable of effectively conveying information to clients, vendors, and team members to ensure everyone is on the same page.
● Creativity: Ability to develop innovative event concepts and solutions that meet organizations needs and expectations.
● Negotiation skills: Proficient in negotiating contracts and pricing with vendors to secure the best deals and stay within budget.
● Problem-solving capabilities: Quick-thinking and resourceful in resolving issues and challenges that may arise before or during events.
● Attention to detail: Diligent in ensuring all aspects of events, from logistics to décor, are meticulously planned and executed.
● Time management skills: Efficiently allocates time and resources to meet deadlines and deliver successful events.
● Focus on customer service: Dedicated to providing exceptional service to community partners and attendees, ensuring a positive experience for all involved.
● Adaptability: Flexibility to adjust plans and strategies as needed in response to changing circumstances or funder preferences.
● Basic computer skills: Proficient in using software applications for event planning, such as spreadsheets, databases, and event management software.
Working Conditions
Work hours, including evenings and weekends.
Fast-paced and dynamic, requiring quick decision-making and adaptability to changing circumstances.
Travel to various locations to oversee event preparations and execution.
Splits time between working in an office environment, where they handle administrative tasks, and on-site at event venues, where they oversee setup, coordination, and troubleshooting.
Managing multiple tasks, tight deadlines, and unexpected challenges during events.
May need to lift and move event materials, set up equipment, and stand for extended periods during events.
Ability to work outdoors during all seasons of the year.
Works closely with vendors, families, and internal teams, requiring strong communication and collaboration skills.
To Apply
In order to be considered, please submit the following items to: melanie@mytraininggrounds.org
Your resume
A cover letter explaining why you are interested in the Brain Builder Position with TrainingGrounds, what skills you would bring, and why you would be a great member of the team.
Provide the names and contact information of two references.